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Request for Proposal
Solicitation #: 332824
Date Issued: November 05, 2019
Issued To:
{Insert Potential Supplier Address}
This Request for Proposal (RFP) is issued under the authority of the Department of Energy Prime
Contract DE-AC06-09RL14728.
This RFP is issued by:
Mission Support Alliance, LLC
P.O. Box 650
Richland, WA 99352
Contract Specialist:
Elizabeth Wright
(509)376-3518
Proposals are to be prepared in accordance with the instructions and conditions set forth herein.
Proposals are to be received by the close of business (3:00 P.M., PST) on November 14, 2019 to
the address shown above, attention to the Contract Specialist identified above.
All questions are to be directed to the Contract Specialist identified above. All proposals are
subject to the terms and conditions set forth herein. Any exceptions, deviations, or omissions may
be grounds for rejection of proposals submitted.
REQUEST FOR PROPOSAL NO: 332824
Page 2 of 22
Table of Contents
A.0 Solicitation .......................................................................................................................... 4
A.1 Introduction ..............................................................................................................4 A.2 Small Business Set Aside.........................................................................................4 A.3 Buyer Not Obligated- Irregularities and Notifications ............................................4 A.4 Solicitation Amendments .........................................................................................4 B.0 Proposal Submittal ...................................................................................................4
B.1 Deadline ...................................................................................................................5 B.2 Identification and Delivery ......................................................................................5 B.3 Withdrawal ...............................................................................................................6 B.4 North American Industry Classification System (NAICS) Code and Size
Standard ...................................................................................................................6 B.5 Required Price Support Information ........................................................................6
B.6 Cost or Pricing Data .................................................................................................7 B.7 Financial Capability Determination .........................................................................7
B.8 Local Business Limitation .......................................................................................8 B.9 Basis of Award – Best Value ...................................................................................8 B.10 Limitations on Subcontracting .................................................................................8
B.11 Proposal Submission Requirements .........................................................................9 B.12 Volume I- Technical Proposal Requirements ........................................................10
Required Technical Submittals ..........................................................................................10 B.13 Volume II Required Price Support Information ....................................................12 B.14 Acceptance of Terms and Conditions ....................................................................12
B.15 Foreign Nationals ...................................................................................................12
B.16 Service Animal Requirement .................................................................................13 C.0 Award (DRAFT) ....................................................................................................13 C.1 Rate Schedule- (Attachment 1) .............................................................................13
D.0 Description/Statement of Work - (Attachment A) ............................................................ 13 E.0 QA/Inspection Requirements- N/A................................................................................... 13
F.0 Delivery/Performance ....................................................................................................... 13 F.1 Term of Subcontract ..............................................................................................13
G.0 Subcontract Administration .............................................................................................. 13 G.1 Estimated Billing ...................................................................................................13 G.2 Authorized Personnel .............................................................................................14 G.3 Electronic Mail Capability .....................................................................................14 G.4 Closeout Certification ............................................................................................14
G.5 Subcontractor Invoices for Subcontracts ...............................................................15 G.6 Terms of Payment ..................................................................................................16
G.7 Subcontract Options ...............................................................................................16 H.0 Special Requirements........................................................................................................ 16
H.1 Facility Closure Notice - Holiday and Work Schedules ........................................16 H.2 Proprietary Data Submittals ...................................................................................17 H.3 Designation of Technical Representative ..............................................................17 H.4 Environmental, Safety and Health .........................................................................18
REQUEST FOR PROPOSAL NO: 332824
Page 3 of 22
H.5 Work Hours Reporting ...........................................................................................18 H.6 Size Standards Reporting Requirements ................................................................18 H.7 Requirements for Lower Tier Subcontracting .......................................................19 H.8 Non-Disclosure and Intellectual Property Agreement for Individual
Subcontractors........................................................................................................19 I.0 Terms and Conditions ....................................................................................................... 20
I.1 Limitation of Liability - Services ...........................................................................20 I.2 General Provisions – Fixed Price ...........................................................................21 I.3 Special Provisions – On-Site (Formerly SP-5) ......................................................21
J.0 List of Attachments ........................................................................................................... 21 J.1 Statement of Work (SOW) (Attachment A) ..........................................................21
J.2 Washington State Department of Labor’s Wage Determination
(Attachment B).......................................................................................................21 J.3 Past-Performance (Attachment C) .................................................................................... 21 J.4 Conflict of Interest and Representation (Attachment D) .................................................. 21
K.0 Signatures- RESERVED ................................................................................................... 21 L.0 Representations and Certifications ................................................................................... 21
L.1 Subcontractor Acknowledgement of Federal Online Representations and
Certifications ..........................................................................................................21
REQUEST FOR PROPOSAL NO: 332824
Page 4 of 22
A.0 Solicitation
A.1 Introduction
Mission Support Alliance, LLC (MSA) acting under its contract with the U.S.
Department of Energy- Richland, requests Offerors to submit a proposal for a subcontract
to provide Hanford Mail Services. Part A of this Solicitation describes the proposal
submittal requirements, instructions, and applicable exhibits/certifications. Part B
contains all of the solicitation exhibits. Part C is the Model Subcontract, which contains
all of terms and conditions, attachments, and references that will govern performance of
the work.
A.2 Small Business Set Aside
Proposals made under this solicitation shall be from small business concerns, including:
Disadvantage, Women Owned, Veteran Owned, Service-Disabled Veteran Owned and
HubZone small businesses. Proposals received from concerns that are not small
businesses shall not be considered for this solicitation. Disadvantage, Women Owned,
Veteran Owned and Service-Disabled Veteran Owned may self-certify to these categories
as defined by the Small Business Administration (www.sba.gov). HubZone businesses
must be certified by the Small Business Administration.
A.3 Buyer Not Obligated- Irregularities and Notifications
MSA is not obligated to pay any costs incurred in the preparation and submission of
Offeror’s proposal, nor required to enter into a subcontract or any other arrangement with
Offeror.
A.4 Solicitation Amendments
The Contract Specialist may issue one or more amendments to the solicitation to make
changes or to resolve any problems regarding the solicitation. The Contract Specialist
will issue the amendment in time for prospective Offerors to incorporate any changes into
their proposals. If the solicitation is amended, then all terms and conditions that are no
amended will remain unchanged.
YOUR FAILURE TO ACKNOWLEDGE THE RECIEPT OF THE AMENDMENT AT
THE DESIGNATED LOCATION BY THE SPECIFIED DATE AND TIME MAY
RESULT IN REJECTION OF YOUR OFFER.
B.0 Proposal Submittal
MSA prefers that the proposal be submitted via e-mail provided that it includes
appropriate signatures where required. If Offeror does not have the capability to transmit
a signed electronic proposal, Offeror may submit an unsigned proposal via e-mail,
REQUEST FOR PROPOSAL NO: 332824
Page 5 of 22
however a signed original must also be submitted. If an e-mail (without signature) is
submitted in order to meet deadline, Offeror must also transmit a signed original and
copies via U.S. Postal Service or delivery service. Identify the name of the Contact
Specialist and the Solicitation number to which Offeror is responding on the e-mail
transmittal document.
Late Proposals
A proposal is considered late if it is received at the office designated in the solicitation after
the exact time and date specified for receipt and will not be considered unless:
a. It was sent by registered or certified mail no later than the fifth calendar day
prior to the date specified for receipt of offers (e.g., an offer submitted in
response to a Solicitation requiring receipt of offers by the 20th of the month
must have been mailed by the 15th or earlier); or
b. It was sent by mail, telephone, or fax, if authorized by the Contract Specialist,
and it is determined that the late receipt was due solely to mishandling upon
receipt; or
c. It is the only proposal received.
Proposal Changes
Any modification of a proposal, including the Contract Specialist’s request for “Best and
Final Offer,” is subject to the same conditions as in the “Late Proposals” section above.
B.1 Deadline
The proposal is due by 3:00 p.m. on 11/14/2019
B.2 Identification and Delivery
Address a proposal sent via the U.S. Postal Service to:
Response to Solicitation No.
Elizabeth Wright, MSIN
Mission Support Alliance, LLC
P.O. Box 650
Richland, WA 99352
The address for a proposal sent via another delivery service is:
1981 Snyder Street
REQUEST FOR PROPOSAL NO: 332824
Page 6 of 22
Richland, WA 99352
Contract Specialist Contract Information:
Name: Elizabeth Wright
Phone Number: 509-376-3518
Email Address: [email protected]
B.3 Withdrawal
Offeror may withdraw its proposal by written or electronic notice received at any time
prior to award.
B.4 North American Industry Classification System (NAICS) Code and Size Standard
(A01) Rev 002 3/1/2011
The Buyer has determined that North American Industry Classification System (NAICS) Code
492210 – Local Messengers and Local Deliveries applies to this acquisition. Therefore, the size
standard for determining whether an Offeror is a small business in regard to this acquisition is
$27.5M.
If this solicitation is designated as a small business set-aside, the Offeror certifies that they are a
small business by submitting a proposal or an offer to this solicitation.
B.5 Required Price Support Information
(A15) Rev. 2 12/04/2013
The Subcontractor is required to submit information sufficient to determine that the prices or costs
being charged are fair and reasonable. Such information may include pricing, sales, or cost
information that is pertinent to establishing the pricing or costs being charged.
Certified cost or pricing data need not be submitted when:
1. When pricing is controlled, by law or regulation, by periodic rulings, reviews, or similar
actions of a governmental body.
a. To qualify for this exemption, Subcontractor will need to submit the controlling
document establishing the price offered.
2. Commercial* items as defined in FAR 2.101.
a. To qualify for this exemption, Subcontractor will need to submit, at minimum,
information on prices at which the same item or similar items have previously been
REQUEST FOR PROPOSAL NO: 332824
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sold in the commercial market that is adequate for evaluating the reasonableness
of the price of this acquisition. Such information may include:
i. For catalog items - a copy of or identification of the catalog and its date, or
the appropriate pages for the offered items, or a statement that the catalog is
on file in the buying office to which the proposal is being submitted. Provide
a copy or describe current discount policies and price lists (published or
unpublished), e.g., wholesale, original equipment manufacturer, or Lower
Tier Subcontractor;
Also explain the basis of each offered price and its relationship to
the established catalog price, including how the proposed price
relates to the price of recent sales in quantities similar to the
proposed quantities;
ii. For market-priced items - the source and date or period of the market
quotation or other basis for market price, the base amount, and applicable
discounts. In addition, describe the nature of the market;
iii. For items included on an active Federal Supply Service Multiple Award
Schedule contract - a copy of the appropriate pages for the offered items,
Schedule cover page, terms and conditions, unless already on file with the
contracting office.
3. Additional supporting information, to the extent necessary to determine whether the price
is fair and reasonable.
The Subcontractor grants the Buyer or an authorized representative the right to examine, at any
time before award, books, records, documents, or other directly pertinent records to verify the
reasonableness of the price. For items priced using catalog or market prices, or law and regulation,
access does not extend to cost or profit information or other data relevant solely to the
Subcontractor’s determination of the prices to be offered in the catalog or marketplace.
B.6 Cost or Pricing Data
(A16) Rev. 1 03/14/2011
This is not a request for cost or pricing data, but notification to all Offerors that this information
may be required prior to award unless the Subcontract is determined by the Buyer to be exempt
from the requirements of Public Law 87-653 (10 USC Sec. 2306a).
B.7 Financial Capability Determination
REQUEST FOR PROPOSAL NO: 332824
Page 8 of 22
(A39) Rev. 0 03/14/2011
Prior to Award, the Buyer reserves the right to request any or all Offerors to submit data which
will be used to make a determination of financial capability to perform on any resultant
Subcontract. Such data may include, however not be limited to, current annual reports, lines of
credit with financial institutions and suppliers, and/or any other such data as may be required to
make a determination of the Subcontractor’s financial capabilities.
B.8 Local Business Limitation
(A63) Rev. 0 3/14/2011
Award of this Subcontract is limited to businesses that are or will be operating in the local vicinity
of the Hanford Site, Washington for the duration of any resulting award. Local vicinity is defined
as the Washington counties of Benton, Franklin, Adams, Grant, Klickitat, Walla Walla, Yakima,
as well as Umatilla County, Oregon. Business concerns that are not operating in the local vicinity
but plan to in response to this solicitation must provide sufficient details with their proposals
demonstrating that they will be fully operational on or before the start date for the resultant
Subcontract.
B.9 Basis of Award – Best Value
(A86) Rev. 2 10/10/2019
Award may be made to the Offeror submitting the best proposal in which both cost/price and other
specifically defined factors will be the basis of award. Proposals will be evaluated to determine
the response that provides the best value to MSA and the Government, considering cost/price and
technical criteria; with technical rated higher than cost/price.
B.10 Limitations on Subcontracting
(A108) Rev. 0 06/08/2017
(a) This clause does not apply to the unrestricted portion of a partial set-aside.
(b) Applicability. This clause applies only to—
(1) Contracts that have been set aside or reserved for small business concerns or 8(a)
participants;
(2) Part or parts of a multiple-award contract that have been set aside for small business
concerns or 8(a) participants; and
REQUEST FOR PROPOSAL NO: 332824
Page 9 of 22
(3) Orders set aside for small business or 8(a) participants under multiple-award contracts
as described in 8.405-5 and 16.505(b)(2)(i)(F).
(c) By submission of an offer and execution of a contract, the Offeror/Contractor agrees that in
performance of the contract in the case of a contract for—
(1) Services (except construction). At least 50 percent of the cost of contract performance
incurred for personnel shall be expended for employees of the concern.
(2) Supplies (other than procurement from a nonmanufacturer of such supplies). The
concern shall perform work for at least 50 percent of the cost of manufacturing the
supplies, not including the cost of materials.
(3) General construction. The concern will perform at least 15 percent of the cost of the contract,
not including the cost of materials, with its own employees.
(4) Construction by special trade contractors. The concern will perform at least 25 percent of the
cost of the contract, not including the cost of materials, with its own employees.
B.11 Proposal Submission Requirements
(A96) Rev. 2 03/01/2019
There may or may not be an award made as a result of this Solicitation. MSA is under no obligation
to pay the Offeror for the preparation or submittal of any response to this Solicitation.
Offeror shall insert the necessary information required on the Solicitation. Any proposals not
submitted in accordance with the Solicitation may be considered nonresponsive. Unless otherwise
requested, Offeror is to propose price and delivery based upon their normal work week. In
addition, Offeror is to specify basis of normal workweek (i.e., number of days/week and number
of hours/day).
Compliance with specifications and other requirements of this Solicitation is essential. Unless
otherwise indicated by Offeror, Offerors signature on their proposal shall indicate unqualified
acceptance of all requirements including all the terms and conditions stated and referenced by this
Solicitation. Interpretations established by the Offeror to any part of this Solicitation may be
considered an exception. In case of doubt, Offeror should request clarification from Contract
Specialist. If there are any exceptions to the requirements of the Solicitation, the price offered
should be based on the Solicitation's requirements and the exception(s) priced as alternates. If
Offeror's proposal is based only on the proposed exceptions, it must be recognized that this may
be grounds for a determination that such a proposal is non-responsive.
REQUEST FOR PROPOSAL NO: 332824
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Any questions or requests for additional information relative to the Solicitation must be submitted
in writing to the Contract Specialist responsible for issuing the Solicitation. Copies of replies to
questions will be furnished to all Offerors.
Proprietary Information
Offerors whose proposals include any data that they do not want disclosed to the public for any
purpose, or used by Buyer or the Government except for evaluation purposes, shall:
A. Mark the title page of their proposal with the following legend:
“This proposal includes data that shall not be disclosed outside Buyer or the Government
and shall not be duplicated, used, or disclosed - in whole or in part - for any purpose other
than to evaluate this proposal. If, however, a Subcontract is awarded to this Offeror as a
result of, or in connection with, the submission of this data, Buyer and the Government
shall have the right to duplicate, use, or disclose the data to the extent provided in the
resulting Subcontract. This restriction does not limit Buyer’s nor the Government's right to
use information contained in this data if it is obtained from another source without
restriction. The data subject to this restriction are contained in sheets [insert numbers or
other identification of sheets];” and
B. Mark each sheet of data it wishes to restrict with the following legend:
“Use or disclosure of data contained on this sheet is subject to the restriction on the title
page of this proposal.
B.12 Volume I- Technical Proposal Requirements
MSA will evaluate Offeror’s technical capabilities/qualifications as well as it’s pricing for the
requirements as specified in the Statement of Work. Offeror’s proposal must address the
following: Offeror’s proposal must contain a brief discussion if it is technical qualifications and
capabilities. This discussion should briefly address:
An acknowledgement that the Statement of Work is fully understood and that the
Offeror has resources qualified to perform the work.
Resumes of proposed and/or key personnel
Firm’s capabilities and resources for completing the requirements
Statement of compliance with subcontract insurance requirements (if applicable)
as specified in the On-Site Work Provisions, including confirmation that all
required insurance certificates will be provided prior to any on-site work.
Required Technical Submittals
Description of Proposed Mail Sorting Facility:
REQUEST FOR PROPOSAL NO: 332824
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This attachment shall describe in general terms the sorting facility, vehicles and
other assets the Offeror proposes to provide if awarded a contract under this RFP.
This attachment shall provide sufficient detail to allow Buyer to determine if the
Offeror has given full consideration to the Statement of Work requirements. This
information may be presented in Offeror’s standard format, but must be submitted
under Offeror’s letterhead.
Key Personnel and Resumes:
Key personnel are defined as management, supervisory and professional
employees associated directly with the management of Offeror’s proposed mail
sorting facility. Information regarding Offeror’s corporate key personnel is neither
required nor desired. This information may be presented in Offeror’s standard
format, but must be submitted under Offeror’s letterhead.
Staffing Plan:
The Staffing Plan shall address the quantity, mix and qualifications of the
Offeror’s proposed work force planned to operate the proposed mail sorting
facility. This attachment shall provide sufficient detail to allow the Buyer to
determine that Offeror has given full consideration to the Service Contract Act
requirements. This information may be presented in Offeror’s standard format,
but must be submitted under Offeror’s letterhead.
Mail Sorting Facility Operation Plan:
The Mail Sorting Facility Operation plan shall describe the administrative and
physical activities and schedule required to start-up, transition and operate the
proposed mail sorting facility. These activities shall be described in sufficient
detail to allow the Buyer to determine that the Offeror has given full consideration
to the Statement of Work requirements. This information may be presented in
Offeror’s standard format, but must be submitted under Offeror’s letterhead.
Safety Plan:
The requirements for preparing a Safety Plan are set forth within Section 3.1.
Special Provisions – On-Site Services. The Safety Plan shall address these
requirements in sufficient detail to allow the Buyer to determine that the Offeror
has given full consideration to those requirements as they pertain to the Statement
of Work. This information may be presented in Offeror’s standard format, but
must be submitted under Offeror’s letterhead.
A revised Safety Plan may be submitted by the successful Offeror within thirty
(30) days following award. The final Safety Plan should build on the original
Safety Plan based on the Offeror’s increased level of knowledge of activities
required to provide the Service.
This information may be presented in Offeror’s standard format, but must be
submitted under Offeror’s letterhead.
Security Plan:
Offerors are required to prepare and submit a Security Plan as an attachment to
their proposals. This plan shall address the processes by which the Offeror will
ensure facility and mail security as well as any employee security training or
clearance requirements are met and maintained in a timely manner. This
REQUEST FOR PROPOSAL NO: 332824
Page 12 of 22
information may be presented in Offeror’s standard format, but must be submitted
under Offeror’s letterhead.
Training Plan:
Offerors are required to prepare and submit a Training Plan as an attachment to
the respective proposals. This plan shall identify the Hanford site specific
training, other training specified in the Statement of Work required for
subcontractor personnel, or any other training that Offeror deems necessary for
their employees. The successful Offeror shall be responsible for the cost of any
training and/or classes and the labor associated therewith, except for those
covered for by the project.
Transition Plan:
Offerors are required to prepare and submit a Transition Plan as an attachment to
the respective proposals. This plan shall describe the organization and
implementation of an efficient, smooth and orderly transition while maintaining
mail services specified in the Statement of Work without interruption or delay.
This information may be presented in Offeror’s standard format, but must be
submitted under Offeror’s letterhead.
The Subcontractor’s Transition Plan shall be approved by Buyer prior to
beginning the transition.
B.13 Volume II Required Price Support Information
The Subcontractor is required to submit information sufficient to determine that the prices or costs
being charged are fair and reasonable. Such information may include pricing, sales, or cost
information that is pertinent to establishing the pricing or costs being charged.
B.14 Acceptance of Terms and Conditions
Unless otherwise noted in the proposal, Offeror’s submission of a proposal signifies unqualified
acceptance of all of the technical requirements and other terms and conditions of the subcontract
that are contained in or referenced in this Solicitation. Interpretations established by Offeror to
any part of this Solicitation may be considered an exception.
B.15 Foreign Nationals
(A106) Rev. 0 5/25/2016
If the Subcontractor intends to propose any foreign nationals (non-US citizens) that information
must be a part of the Subcontractor’s proposal. They will be processed in accordance with
MSA’s Unclassified Visits and Assignments by Foreign Nationals prior to commencement of the
work. This process could add from a few days up to several weeks of lead time depending on the
country of origin and the subject matter involved.
REQUEST FOR PROPOSAL NO: 332824
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B.16 Service Animal Requirement
(A111) Rev. 0 01/16/2019
If any of the individuals who will be performing work under the awarded subcontract require the
use of a service animal to perform their work or tasks, this information is to be included in the
proposal. No service animal will be allow access unless the conditions set forth in the attached
Special Provisions 5 – ON-SITE SERVICES, clause 19.0 Service Animals, have been met.
C.0 Award (DRAFT)
(A95) Rev. 0 3/14/2011
The Subcontractor is hereby notified that effective on TBD the Subcontractor is awarded a Firm
Fixed Price Master Subcontract for the delivery/performance of the item(s) and/or service(s) in
accordance with all the requirements and conditions set forth or by reference attached herein in an
amount of $TBD. The Subcontractor shall not exceed this amount without specific written
authorization from the Contract Specialist.
C.1 Rate Schedule- (Attachment 1)
D.0 Description/Statement of Work - (Attachment A)
E.0 QA/Inspection Requirements- N/A
F.0 Delivery/Performance
F.1 Term of Subcontract
(F08) Rev. 0 3/14/2011
The term of this Subcontract shall commence on the date of award and shall end on September
30, 2020 unless extended by the parties or terminated by other provisions of this Subcontract.
G.0 Subcontract Administration
G.1 Estimated Billing
(G02) Rev. 0 3/14/2011
It is mandatory for continued acceptable performance that the Subcontractor provides monthly, to
Mission Support Alliance Accounts Payable, the best estimate of the total billable cost (invoiced
plus invoiceable) from inception of the Subcontract through the current calendar month end. This
information must be provided in writing by email (preferred), fax, or mail by the 15th of each
month. This data must be provided for each Subcontract release until all payments are received
and the Subcontract is complete.
REQUEST FOR PROPOSAL NO: 332824
Page 14 of 22
Email: [email protected]
Fax: (509) 373-6264
Mailing Address:
Mission Support Alliance, LLC.
Attn: Accruals MSIN G1-80
P.O. Box 650
Richland, WA 99352
The Monthly Subcontract-to-Date Cost Estimate Form can be obtained at:
http://www.hanford.gov/pmm/page.cfm/AP
G.2 Authorized Personnel
(G03) Rev. 0 1/28/2010
Only the following named individuals are authorized to make changes to this Subcontract or
Purchase Order:
Contract Specialist, Elizabeth Wright, (509) 376-3518, [email protected]
Contracts Manager, Keisha R. Garcia, (509) 376-9831, [email protected]
G.3 Electronic Mail Capability
(G11) Rev. 0 3/14/2011
The Subcontractor shall have internet access and maintain electronic mail capability for the
duration of the Subcontract. The Subcontractor email account shall be able to send and receive
attached documents of up to 1/2 megabyte in size. Correspondence concerning this Subcontract
will be conducted via email in current versions of Microsoft Office applications, ASCII text, RTF,
PDF, ZIP, and other commonly used file formats.
G.4 Closeout Certification
(G19) Rev. 2 07/18/2018
Subcontractor shall properly execute and mail to the Buyer a final release, in a format acceptable
to the Buyer, within thirty (30) working days from the last date services are provided hereunder
and/or the date of the last shipment made hereunder. Final payment will not be made until a final
release is signed and received by the Buyer.
Final Release is located at http://www.hanford.gov/pmm/files.cfm/Final_Release_MSA.pdf.
REQUEST FOR PROPOSAL NO: 332824
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G.5 Subcontractor Invoices for Subcontracts
(G044) Rev. 1 03/01/2019
The following process shall be used on invoices submitted to Mission Support Alliance.
Unauthorized deviations from these instructions may result in delayed payment or returned
invoices.
Invoice Submittal Requirements:
Submittal of an invoice constitutes Subcontractor’s certification that materials, work,
and/or services have been delivered, and invoice rates are in accordance with the
Subcontract provisions.
Invoices for services may not be submitted more than once per calendar month
unless otherwise authorized in the Subcontract.
The total amount due for the billing period must be clearly identified on all invoices
(this amount should be set apart from any cumulative amounts or subtotals included
on the invoice).
The Subcontractor shall indicate the labor rate, number of hours, and period of
performance being billed on each invoice, when applicable.
Invoiced rates, travel, or other direct charges must be specifically defined in the
Subcontract to be allowable for reimbursement.
Travel expenses (if authorized) must be itemized and supported with receipts in
accordance with the requirements set forth under the clause titled, “Reimbursement
of Travel Expenses,” or as otherwise stated within the Subcontract.
All invoices shall be submitted electronically to Accounts Payable ([email protected])
and copy the Contract Specialist unless otherwise directed by the Contract Specialist.
Please do not submit hard copies unless requested by the Contract Specialist.
Each Subcontract and release(s) must be invoiced separately.
The Subcontractor name, invoice number, and the Subcontract and release number
must be shown in the subject line of the e-mail message used to submit an electronic
invoice. The suggested format for the subject line is: Subcontractor Name, Invoice
XXXXX, and Subcontract XXXXX-X (i.e. 47825 - Release 20).
Each invoice must have a unique invoice number.
Each invoice should include the name and telephone number of a company
representative available to respond to invoice questions.
REQUEST FOR PROPOSAL NO: 332824
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Remittance will only be made to the remittance address on file for the
Subcontractor. Invoices from third parties or with different remittance instructions
or addresses will not be processed.
Questions or requests for exceptions should be addressed to the Contract Specialist.
Before payments can be made via Electronic Funds Transfer (EFT), an
“Authorization for Electronic Funds Transfer of Invoice Payments” form must be
completed and returned to Contract Specialist. The form is located at:
http://www.hanford.gov/pmm/files.cfm/eft.pdf. NOTE: The original form with
signature and date shall be mailed to the address at the bottom of the form. Copies
of the form that have been e-mailed or faxed will not be accepted.
G.6 Terms of Payment
(G047) Rev. 0 7/14/2014
Payment terms are net 30 days, unless otherwise agreed upon in writing, upon satisfactory receipt
of goods or provision of services and receipt of an accurate invoice.
G.7 Subcontract Options
(H54) Rev. 0 3/14/2011
The Buyer retains the sole right to exercise the option(s) included in this Subcontract. The inclusion
of the option(s) does not represent a commitment, financial or otherwise, on the part of the Buyer
to exercise any or all of the option(s) nor extend the Subcontract beyond the end date specified by
the Subcontract or most current Subcontract amendment. Buyer may exercise one or more options
by providing written notice to the Subcontractor prior to the most current Subcontract end date.
Lacking written notice by the Buyer, the option(s) will expire with the Subcontract.
Option 1: 10/01/2020-09/30/2021
Option 2: 10/01/2021-09/30/2022
Option 3: 10/01/2022-09/30/2023
Option 4: 10/01/2023-09/30/2024
H.0 Special Requirements
H.1 Facility Closure Notice - Holiday and Work Schedules
(H22) Rev. 1 10/22/2014
NOTICE: Daily work schedules and facility operations are NOT consistent on the Hanford Site.
Many organizations and facilities observe Friday closures.
REQUEST FOR PROPOSAL NO: 332824
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Accordingly, BEFORE scheduling deliveries or site work, the Subcontractor shall make specific
schedule arrangements with the Contract Specialist, BTR, Facility Manager, Delivery Warehouse
Manager, Building Manager, or other cognizant Mission Support Alliance organization.
The Buyer will not be liable for the cost of any delays, demurrage, layovers, extra travel days, etc.,
which result from Subcontractor’s failure to obtain a specific delivery or work schedule in advance.
H.2 Proprietary Data Submittals
(H31) Rev. 1 3/14/2011
If Subcontractor submits any data which is considered to be “Proprietary Data,” the document
transmitting the data, or which contains the data, shall be boldly marked indicating that the data is
considered proprietary.
In the event any data is designated as “Proprietary Data,” such designation shall be in accordance
with the “Special Provisions - Instructions for the Preparation of Proposals (SP-17), paragraph 2.8
“Identification of Proprietary Data.”
H.3 Designation of Technical Representative
(H38) Rev. 0 3/14/2011
The Contract Specialist hereby designates the following as the Buyer’s Technical Representative,
(BTR) for this Subcontract: Name/phone/mail stop/email: TBD.
The BTR is responsible for monitoring and providing technical guidance for this Subcontract and
should be contacted regarding questions or problems of a technical nature. The BTR is also
responsible for appropriate surveillance of the Subcontractor’s representative while on site.
However, in no event will an understanding, agreement, modification, change order, or any
deviation from the terms of this Subcontract be effective or binding upon the Buyer unless
formalized by proper contractual documents executed by the Contract Specialist prior to
completion of this Subcontract.
On all matters that pertain to Subcontract terms, the Subcontractor shall contact the Contract
Specialist specified within this Subcontract. When in the opinion of the Subcontractor, the BTR
requests or directs efforts outside the existing scope of the Subcontract; the Subcontractor shall
promptly notify the Contract Specialist in writing. The BTR does not possess any explicit,
apparent or implied authority to modify the Subcontract. No action should be taken until the
Contract Specialist makes a determination and modifies the Subcontract in writing.
REQUEST FOR PROPOSAL NO: 332824
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H.4 Environmental, Safety and Health
(H101) Rev 2 9/19/2017
All work performed on the Hanford site shall be accomplished safely in accordance with all
applicable Environmental, Safety and Health Requirements. See Special Provisions – On-Site
(Formerly SP-5).
Based on a review of the work scope for this Subcontract, the Buyer has determined that this
Subcontract merits increased attention to safety performance. Accordingly, Subcontractor is
required to apply the guiding principles and core function of ISMS as referred to in the Special
Provisions.
The Subcontractor shall submit the safety documentation, submittals, and/or safety plan specified
by the Buyer in the Subcontract, Statement of Work, Section 6.0 before performing any work on
site (unless specifically waived by Buyer).
H.5 Work Hours Reporting
(H109) Rev 5 12/02/2015
Subcontractor shall provide on a monthly basis and by the due date on the schedule below, the
total number of hours Subcontractor personnel performed work on the Hanford Site or government
owned/controlled facility by Subcontract and Release number. This data shall be sent
electronically via an e-mail to [email protected] at the end of each month.
Do NOT include hours worked by Subcontract personnel who are recording their time in the CLTR
or TIS systems as that data is accumulated automatically.
H.6 Size Standards Reporting Requirements
(H111) Rev. 0 3/14/2011
If the Subcontractor represented that it was a small business concern prior to the award of a
Subcontract, the Subcontractor shall re-represent its size status by completing re-representation
upon the occurrence of any of the following:
(a) Within 30 days after execution of a novation agreement or within 30 days after
modification of the Subcontract to include this clause, if the novation agreement was
executed prior to inclusion of this clause in the Subcontract.
(b) Within 30 days after merger of acquisition that does not require a novation or within 30
days after modification of the Subcontract to include this clause, if the merger or
acquisition occurred prior to inclusion of this clause in the Subcontract
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(c) For long-term Subcontracts-
(i) Within 60 to 120 days prior to the end of the fifth year of the Subcontract; and
(ii) Within 60 to 120 days prior to the date specified in the Subcontract for exercising
any option thereafter.
The following re-representation must be completed if any of the above occurs. The information
must be submitted to the Contract Specialist, along with the Subcontract number and the date on
which the re-representation was completed:
The Subcontractor represents that it is, is not a small business concern under NAICS
Code assigned to Subcontract number. [Subcontractor to sign and date and insert signer’s name
and title].
H.7 Requirements for Lower Tier Subcontracting
(H119) Rev 0 9/15/2011
1. Any lower tier subcontractor shall be bound by all required flow down requirements and
expectations set forth in Subcontractor’s Subcontract. Subcontractor’s contract with lower
tier subcontractors shall specifically call out the provisions of MSA’s SP-5, Special
Provisions – On Site Services, as well as any other technical and ES&H or quality
standard/procedure from the MSA Statement of Work applicable to the lower tier’s efforts.
2. Any lower tier subcontract issued shall include a clause or provision to further flow down
these requirements to subsequent lower tier subcontractors.
3. Copies of executed lower tier subcontracts shall be furnished to the cognizant Contract
Specialist.
H.8 Non-Disclosure and Intellectual Property Agreement for Individual Subcontractors
(H122) Rev. 2 4/7/2015
This Subcontract is subject to the provisions of the Non-Disclosure Agreement (NDA) and
Intellectual Property (IP) Agreement. The Subcontractor shall complete the form and submit it to
the designated Contract Specialist for any Subcontractor individual who will be performing work
under this Subcontract.
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I.0 Terms and Conditions
The terms and conditions set forth or referenced in the body of this document by the Buyer shall
apply and the Buyer objects to and shall not be bound by any additional or different terms and
conditions.
I.1 Limitation of Liability - Services
(I36) Rev. 0 3/14/2011
1. Subcontractor shall not be liable for loss of or damage to property of the Government that
(1) occurs after Buyer acceptance of services performed under this Subcontract and (2)
results from any defects or deficiencies in the services performed or materials furnished
except as provided in paragraphs 2 and 3 below, and except to the extent that the
Subcontractor is expressly responsible under this Subcontract for deficiencies in the
services required to be performed under it (including any materials furnished in
conjunction with those services).
2. The limitation of liability under paragraph 1 above shall not apply when a defect or
deficiency in, or the Buyer’s acceptance of, services performed or materials furnished
results from willful misconduct or lack of good faith on the part of any of the
Subcontractor’s managerial personnel. The term “Subcontractor’s Managerial Personnel,”
as used in this clause, means the Subcontractor’s directors, officers, and any of the
Subcontractor’s managers, superintendents, or equivalent representatives who have
supervision or direction of:
a. All or substantially all of the Subcontractor’s business;
b. All or substantially all of the Subcontractor’s operations at any one plant,
laboratory, or separate location at which the Subcontract is being performed; or
c. A separate and complete major industrial operation connected with the performance
of the Subcontract.
3. If the Subcontractor carries insurance, or has established a reserve for self-insurance,
covering liability for loss or damage suffered by the Government or the Buyer through the
Subcontractor’s performance of services or furnishing of material under this Subcontract,
the Subcontractor shall be liable to the Government or the Buyer, to the extent of such
insurance or reserve, for loss of or damage to property of the Government occurring after
Buyer’s acceptance of, and resulting from any defects and deficiencies, in services
performed or materials furnished under this Subcontract.
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4. The Subcontractor shall include this clause, including this paragraph, supplemented as
necessary to reflect the relationship of the Subcontracting parties, in all lower-tier
Subcontracts over $25,000.00.
I.2 General Provisions – Fixed Price
(Revision 03, July 23, 2015)
http://www.hanford.gov/pmm/page.cfm/Provisions
I.3 Special Provisions – On-Site (Formerly SP-5)
(Revision 03, February 13, 2018)
http://www.hanford.gov/pmm/page.cfm/Provisions
J.0 List of Attachments
J.1 Statement of Work (SOW) (Attachment A)
The attached Statement of Work: Hanford Mail Services Dated: 10/14/2019 revision: 00 identifies
the scope and performance expectations of the Subcontract. The SOW is incorporated into and
made a part of this Subcontract along with all of the other clauses and terms identified herein.
J.2 Washington State Department of Labor’s Wage Determination (Attachment B)
The Washington State Department of Labor’s Wage Determination 2015-5527 Revision No. 8 is
attached per Section E.2.
J.3 Past-Performance (Attachment C)
J.4 Conflict of Interest and Representation (Attachment D)
K.0 Signatures- RESERVED
L.0 Representations and Certifications
L.1 Subcontractor Acknowledgement of Federal Online Representations and
Certifications
(L16) Rev. 2 9/07/2012
Mission Support Alliance, LLC (“MSA”), relies upon Subcontractor’s current representations and
certifications within a Federal web-based system that centralizes and standardizes the collection,
storage and viewing of many of the representations and certifications required by the Federal
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Acquisition Regulations. Effective August 2012, that Federal system is now System for Award
Management (SAM) at www.sam.gov.
By submitting a proposal to MSA in response to this solicitation, the Subcontractor is certifying
that:
1. The representation and certification information within SAM is still current;
2. All statements and explanatory documentation submitted is current and accurate;
3. Signer is authorized to represent the Subcontractor in all matters related to pricing, terms
and conditions, and conduct of business;
4. Subcontractor complies with all requirements of State of Washington statutes,
ordinances, rules and regulations, codes, and orders related to equal employment
opportunity and operation of non-segregated facilities;
5. All Subcontractor employees who may work on MSA’s premises or on the Hanford Site
are not under the influence of controlled substances, drugs or alcohol. Subcontractor
agrees to testing of assigned employees under the MSA’s program for controlled
substances;
6. Subcontractor’s information in the MSA’s registration system is current (no more than
12 months old); and
7. Subcontractor will update SAM on an annual basis.
